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City of San Leandro <br />Meeting Date: October 5, 2015 <br />Staff Report <br />Agenda Section:File Number:15-191 CONSENT CALENDAR <br />Agenda Number:8.F. <br />TO:City Council <br />FROM:Chris Zapata <br />City Manager <br />BY:Lianne Marshall <br />Assistant City Manager <br />FINANCE REVIEW:Not Applicable <br />TITLE:Staff Report for a Resolution Approving Updated Records Retention <br />Schedules for City Records, and Approving the Destruction of Records in <br />Accordance with the Retention Schedules, Subject to the Review and Consent <br />of the City Attorney <br />SUMMARY AND RECOMMENDATIONS <br />Working with City departments and a local government records consultant, staff prepared <br />records retention schedules that specify the retention periods for records kept by the City. <br />Staff recommends that the City Council adopt a resolution approving the updated records <br />retention schedules for the following departments/divisions: Business Development, City <br />Clerk, Citywide, Community Development, Engineering and Transportation, Human <br />Resources, and Police. Adoption of the resolution will complete the update of the City’s <br />records retention schedule. <br />BACKGROUND <br />Cities are responsible for managing many different types of records for various governmental <br />purposes. Certain records, such as agreements and purchase orders, are vital to the conduct <br />of a city’s day-to-day business; while others, such as meeting minutes, are important historical <br />records. <br />California Government Code Section 34090 et . seq. provides general requirements for the <br />retention of local government records, as well as specific requirements for certain types of <br />records. Retention periods for various types of records are also specified elsewhere in <br />federal, state or local law. For example, in 2012 the City Council adopted Title 10, Chapter 6 <br />of the San Leandro Administrative Code, which requires the City to retain emails for a <br />minimum of two years. Variations in retention periods, as allowed by statute, can be <br />recommended by staff to meet various public or business interests. <br />The Government Code provides various methods for a city to manage its records program. <br />Page 1 City of San Leandro Printed on 9/29/2015